Denice Gately, Chair of Goffs Oak Community Association (GOCA), would like to make you aware of a number of proposed changes to the GOCA Constitution and Rules. The full updated set of rules can be found further down in the post.

The proposed changes are as follows:

  • Reduction of quorum from 6 to 4 at Committee meeting
  • Reduction of quorum of Committee members from 12 to 10
  • Improvement of statement re dissolution for monies to be donated to local use
  • Co-opted committee members are to be allowed to vote
  • Inclusion of GDPR

Update (July 11, 2019): The aforementioned changes to the GOCA Constitution and rules were proposed, seconded, and confirmed at the Annual General Meeting on July 3, 2019 by the association’s members present.


GOFFS OAK COMMUNITY ASSOCIATION

Constitution and Rules

  1. The name of the Association shall be Goffs Oak Community Association.
  2. The Association shall be non-party and non-sectarian.
  3. The objects of the Association shall be to preserve the rural nature of Goffs Oak to the benefit of the community and enhance the sense of community with particular reference to:
    1. Engaging in activities which in the opinion of the Association are beneficial to the community.
    2. Fostering a relationship between members in the community and others associated with the area.
    3. Considering Town and Country Planning proposals affecting the community individually and at large.

Committee composition

  1. The management and control of the Association shall be vested in a Committee which shall consist of the following:
    1. Officers shall be elected annually at the Annual General Meeting. All nominations for Officers must be submitted in writing to the Secretary 21 days prior to the Annual General Meeting. The Officers shall be:
      1. Chair
        1. Chair meetings of the Committee
        2. Represent the Committee at functions/meetings that the Association has been invited to
        3. Act as spokesperson for the Association when necessary
      2. Treasurer
        1. Supervise the financial affairs of the Association
        2. Keep proper accounts that who all monies collected and paid out by the Association
      3. Secretary
        1. Take and keep minutes of meetings
        2. Prepare the agenda for meetings of the Committee in consultation with the Chairperson
        3. Deal with correspondence
        4. Collect and circulate any relevant information within the Association
      4. Membership
        1. Maintain the membership list

Each Officer will have the power to appoint one other person to act as his or her representative, during a temporary absence or inability to act. The representative must have been approved by a majority of the remaining Committee Members. The representative will be entitled and required to exercise all powers, and authorities of such Member whom he or she represents, subject to any specific limitation confirmed in writing by the Member whom he or she represents. 

  1. Up to ten other Members who shall be nominated and elected annually at the Annual General Meeting.
  2. In addition:
    1. The retiring Chairman
    2. The Honorary Legal Adviser (if appointed by the Committee)
  3. The Committee shall have the power to co-opt members to a maximum of five. 
    1. Such co-opted members must be members of the Association and shall have voting powers in Committee after attendance of a minimum of three Committee meetings.
    2. Casual vacancies on the Committee may be filled by the Committee by co-optation; any person so co-opted shall serve only while the person in whose place he/she is co-opted would have served.
  4. Four members of said Committee, including no less than two Officers, but including any co-opted members who have attended a minimum of three Committee meetings, shall constitute a quorum.
  5. Committee meetings shall be held at least quarterly at such times and places as the Committee shall direct.
  6. At the first Committee meeting after the Annual General Meeting, the Committee shall elect a Vice-Chair.
  7. The Committee shall have the power to appoint any sub-committee and shall prescribe the function of such a sub-committee. The Chair of any such subcommittee shall be members of the Association’s Committee.

Annual General Meetings

  1. At least 28 days notice of the holding of the Annual General Meeting shall be made available to the members of the Association.
  2. Twenty members of the Association shall constitute a quorum at the Annual General Meeting.
  3. The business of an Annual General Meeting will among other matters include:
    1. the presentation of a report from the Chair on the Association’s activities over the year
    2. the presentation and adoption of the Annual Financial Statement;
    3. the election or nomination of Officers and Committee Members
    4. considering any other matter as may be decided.
  4. An extraordinary General Meeting shall be convened at the request, in writing to the Secretary of the Association, of twenty members of the Association. Such a meeting shall be held within 30 days of the request. The business of the meeting shall be stated in the notice convening it and no other business shall be discussed. Agenda and motions shall be circulated to all members of the Association.
  5. A properly announced Annual General Meeting or other General Meeting of the members of the Community, at which a quorum is present, will be able to exercise all or any of the powers, authorities and discretion of the members of the Community as set out in this Constitution. A Chair will be appointed at the meeting by decision of those present. 

Association funds and accounts

  1. The funds of the Association shall be applied for the development of its stated objects and other purposes at the direction of the Committee. In the event of the dissolution of the Association the remaining funds shall, at the discretion of the Committee, be devoted to objects similar to those of the Association and beneficial to the community of Goffs Oak.
  2. The Honorary Treasurer shall keep an account of all income and expenditure and shall submit accounts, duly audited, at the Annual General Meeting. The banking account shall be made in the name of the Association on the signature of any two of the following: Chair, Vice Chair, Treasurer, Secretary.
  3. Bank account
    1. All money received on behalf of the Association must be paid into a bank account (which may be a National Savings Bank or Trustee Savings Bank account) in the name of the Association operated by no less than two signatories duly authorised by the Association.
    2. No money received by or on behalf of the Association will in any circumstances by paid into any person’s bank account of whatever nature.
    3. Substantial sums of monies being accumulated must be paid into a bank deposit, or building society account or invested in a Trustee Security in the name of the Association operated by no less than two signatories duly authorised by the Association
  4. The Association shall have powers to borrow monies from the Association’s bankers for the time being. Any such borrowings must be authorised by the Committee.
  5. The accounts of the Association shall be audited or examined as appropriate by either
    1. A qualified Accountant or Auditor or
    2. Two members of the Association other than Committee members.

The auditor or examiner(s) for the ensuing year shall be appointed at the Annual

General Meeting.

  1. The Association shall have power to add to, amend or rescind these Rules or any one or more of them, but no such alteration shall be made except at a General Meeting of the Association and then only if at least two thirds of those present and voting at the meeting vote in favour of the said alteration. Notice of the proposed alterations shall be included in the notice convening the meeting.
  2. That any matter not provided for in the Rules shall be dealt with by the Committee whose decisions shall be deemed final.

Membership

  1.  
    1. Membership of the Association shall be open to any person residing in or working in the Goffs Oak locality upon payment of the appropriate membership fee.
    2. Membership of the Association shall also be open to other persons having an interest which is beneficial to the community of Goffs Oak. The appropriate membership fee must be paid for such membership must be submitted to the Committee whose decision shall be final and without obligation to state the reason for the rejection of such an application
  2. Renewal of membership shall be upon payment of the annual membership fee determined by the Committee who have the right to reject or terminate membership without any obligation to state the reasons therefore. 
  3. The Association Data Protection Policy will ensure that the privacy of all Members’ personal details is maintained.

Dissolution

  1. The Association may be dissolved at any time, if deemed necessary, by the members in a majority vote at any General Meeting.
  2. In the event of the dissolution of the Association the remaining funds shall, at the discretion of the Committee, be devoted to objects similar to those of the Association and beneficial to the community of Goffs Oak.Oak locality.

NB. The above Constitution and Rules are as amended by resolutions at the Annual General Meetings of 1979, 1980, 1989, 2000, 2019.

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